What is the term of the contract?
We expect the term of the contract to be two years with the option to extend.
What type of organization is the Long Island Regional Planning Council?
How should bids be prepared?
Per page 1-1 of the RFP:
1.1.2 Proposal Deliverables:
Proposers should submit one original and two copies of the proposal and one electronic copy in PDF format on a USB drive to the LIRPC.
Proposals must be signed by an individual authorized to bind the proposer to all commitments made in the proposal.
The cost proposal shall include a detailed budget including: Completed Attachment A -Business History Form , team members billing rates by level and/or experience, overview of what is considered billable, not-billable, and out of scope given the objectives, proposed billing processes (e.g. progress payments, milestone, weekly, monthly, etc.) and methodology (e.g. actual expenses (time and materials), flat fee, capped, not-to-exceed, etc.)
Would the LIRPC please exclude staff resumes, the cost proposal, and/or the business history form from the 25-page limit?
Resumes, cost proposals and business history form are excluded from the 25-page limit.
Should our cost proposal be submitted as a separate document, or do you prefer that both technical and cost documentation be in the same document?
The cost proposal should be submitted as a separate document.
We are currently restricted to remote work. Would it be acceptable to submit the signed proposal by PDF via email, rather than in hard copy/USB, if these restrictions continue through the proposal due date?
Yes, the proposal can be submitted via email. The proposal deadline will be extended until June 1st, 2020.
Given current restrictions, would it be acceptable to delay certification by notary public, if restrictions continue through the proposal due date?
The certification by a notary public can be delayed until after social distancing restrictions are lifted. The proposal deadline has been extended until June 1st, 2020.
In addition, the Governor of New York State has issued the following Executive Order regarding notary services:
Any notarial act that is required under New York State law is authorized to be performed utilizing audio-video technology provided that the following conditions are met:
- The person seeking the Notary’s services, if not personally known to the Notary, must present valid photo ID to the Notary during the video conference, not merely transmit it prior to or after;
- The video conference must allow for direct interaction between the person and the Notary (e.g. no pre-recorded videos of the person signing);
- The person must affirmatively represent that he or she is physically situated in the State of New York;
- The person must transmit by fax or electronic means a legible copy of the signed document directly to the Notary on the same date it was signed;
- The Notary may notarize the transmitted copy of the document and transmit the same back to the person; and
- The Notary may repeat the notarization of the original signed document as of the date of execution provided the Notary receives such original signed document together with the electronically notarized copy within thirty days after the date of execution.
Are there specific quantities and types of data sets and data providers we should assume for purposes of comparative pricing?
We expect upwards of 60 data providers, with a varying number of sample sites and size of data sets, from small to large, with sample data over a five-year time period. For example, one county sampling program has approximately 450 sampling locations for one of their programs with data collected at each site multiple times per year whereas some local protection groups will have much fewer sites with sampling conducted perhaps only 1-3 times each year.
Do you anticipate a delay or postponement of the project due to COVID-19; if not, do you anticipate that the in-person interview(s) will be conducted remotely?
LIRPC recently announced that we have extended the deadline for proposals to June 1, 2020. There is the possibility that interviews will be conducted online using a video conferencing platform. However, that is yet to be determined.
Can the LIRPC provide an estimate of the volume of data in the 5-year backlog that needs to be prepared for upload?
The full extent of the five-year backlog of data is not known, however, priority will be given to current data years and then successive prior years unless directed otherwise by LIRPC or DEC.
Is there a budget ceiling for the project?
There is no recommended ceiling. Please submit your best cost proposal. We will contract with the vendor that best meets the requirements of the RFP and not necessarily with the lowest cost proposer.
Is there already, or going to be a public interface for LIQWIDS?
LIQWIDS is a public interface and is intended for public use. LIQWIDS has been designed to link to the EPA Water Quality Portal (WQP), which is a repository for data submitted through the EPA’s Water Quality Exchange (WQX). The WQP is the mechanism for anyone to retrieve water monitoring data from the WQX.
Will the contractor be responsible for identifying and contacting potential data providers, or is this the responsibility of LIRPC/NYSDEC?
LIRPC, with some input from our partners, will identify data providers. The contractor will be responsible for contacting these providers.
Is Federal Woman-Owned Small Business status relevant under New York State employment opportunity laws? Are WBE/MBE subcontractors certified in states other than New York considered compliant?
Only New York State (NYS) certified firms are qualified to meet MWBE participation goals on New York State contracts. Out of state MWBE firms can apply to be NYS MWBE as long as they have a license to work in NYS. For more information about NYS MWBE certification eligibility requirements click here.
Is the LIRPC open to alternative approaches to the Excel spreadsheet for data upload?
The WQX data upload system has been designed for simplified uploading of data using Excel spreadsheet templates. If there are alternative methods of accomplishing data uploads at equal or better efficiency with no burden on the data group, then we would be open to such alternatives.
The statement from the Scope of Work: “This includes but is not limited to developing tools for importing data into the data template.” Does this mean that the consultant is to develop tools to import into a spreadsheet data template or is the consultant to develop tools to dynamically link submitter’s data to LIQWIDS via WQX?
The intent and purpose of this contract is to assist with data upload into EPA’s WQX. Depending on how a group’s data is currently stored, it may require a specific tool or it may be more efficient to develop a tool to accomplish data preparation, with appropriate error checking, for uploading.
The LIQWIDS interface includes a dynamic link to EPA’s WQP and submission is via WQX. Is there any need to prepare data in a different format than what LIQWIDS requires for the link to WQP to be effective?
We don’t see a need as part of this contract.
Although we know our teams can manage the water quality data to accommodate the EPA platforms, we are unsure if our company has direct experience with WQX and CDX. As this is listed as a required qualification, we are requesting clarification regarding if our experience in water quality data management may supersede this requirement.
The RFP states in Section 4, Page 4-1, that the firm/team must have experience with the EPA’s Central Data Exchange (CDX), Water Quality Exchange (WQX), the National Water Quality Monitoring Council Water Quality Data Portal and experience in water quality data management.
What is the anticipated daily or weekly volume of data submittals?
We expect an initial large volume of data submittals or requests for assistance resulting in a backlog which will then be prioritized and managed for completion.
Would the LIRPC exclude the Cover Page and Table of Contents from the 25-page limit?
The Cover Page and Table of Contents are excluded from the 25 page limit.